How to Add a Filter to a Lookup Field in Microsoft Dynamics CRM

In Microsoft Dynamics CRM, there are times when you need to filter the records displayed in a lookup field to show only a subset of the data. This can be achieved using JavaScript to add a pre-search filter. In this blog, we'll walk you through the steps to filter active contacts in a lookup field.

Step-by-Step Guide

Step 1: Create a JavaScript Web Resource

1. Navigate to CRM:

   Go to your Dynamics CRM environment.

2. Open the Solution:

   Open the solution where you want to add the JavaScript.

3. Add a Web Resource:
   • Go to the "Web Resources" section.
   • Click on "New" and create a new JavaScript web resource.
4. Add the JavaScript Code:

   Copy and paste the following JavaScript code into your new web resource:

   function setActiveContactsFilter(executionContext) {
       var formContext = executionContext.getFormContext();
       var contacts = formContext.getControl("new_activecontacts");
       contacts.addPreSearch(filterActiveContacts);
   }
   
   function filterActiveContacts() {
       var fetchXml = [
           "<filter type='and'>",
           "  <condition attribute='statuscode' operator='eq' value='1' />", // Adjust the value based on your status code for 'Active'
           "</filter>"
       ].join('');
       
       // Get the lookup control
       var lookupControl = Xrm.Page.getControl("new_activecontacts");
       
       // Fetch the view ID and entity name
       var viewId = "{00000000-0000-0000-0000-000000000000}"; // Replace with the actual view ID if required
       var entityName = "contact"; // Replace with the actual entity name if different
   
       // Create the view
       var viewDisplayName = "Filtered Active Contacts";
       var viewIsDefault = true;
       var layoutXml = ""; // Define the layout XML if needed
   
       // Add the view
       lookupControl.addCustomView(viewId, entityName, viewDisplayName, fetchXml, layoutXml, viewIsDefault);
   }

   Save and publish the web resource.

Step 2: Add the JavaScript Web Resource to the Form

1. Open the Form:

   Open the form where you want to add the lookup filter.

2. Form Properties:

   Click on "Form Properties".

3. Add the Web Resource:
   • In the "Form Libraries" section, add the JavaScript web resource you created.
   • In the "Event Handlers" section, add an event handler for the OnLoad event.
   • Set the function name to setActiveContactsFilter.
   • Ensure "Pass execution context as first parameter" is checked.
4. Save and Publish:

   Save and publish your form changes.

Step 3: Test the Lookup Filter

1. Open the Form:

   Navigate to the form where you applied the changes.

2. Verify the Lookup Field:

   Click on the lookup field and verify that it now only displays active contacts.

Conclusion

Adding a filter to a lookup field in Microsoft Dynamics CRM can significantly enhance the user experience by ensuring that users only see relevant records. By following the steps outlined above, you can easily implement a filter for active contacts or any other criteria you require. Happy customizing!